For your recruiting chair or new member coordinator
Sign-up night is the easy part. The next two weeks decide it.
Families write their name on a clipboard, drive home, and wait. The pack that answers first is the pack they join. MemberCairn takes the sign-in and sends the follow-up while you are still stacking chairs, and on the Guide plan it keeps answering their questions, in your voice, until they are in.
Your pack might call this job Recruiting Chair, New Member Coordinator or Membership Chair. Same work either way, and often the same person doing two of them.
Every family who raised a hand, and who still owes them an answer
Your recruiting year
It is won in the two weeks nobody plans for.
The flyers, the school talk, the sign-up table: all of that is work you already know how to do. What leaks is everything after it, when fourteen interested families go home and wait to hear from a volunteer who has a job and a family too.
Sign-up night at the school
How it goes now
A clipboard of half-legible email addresses. Somebody types them into a spreadsheet three days later, and four of them bounce because nobody can read the handwriting.
With MemberCairn
Families scan the code on your flyer and enter their own contact details on their own phone. The list is typed, correct, and already in your pipeline before you fold up the table.
The evening after
How it goes now
You mean to email everyone tonight. You get to it Sunday. By then two of those families have already visited the pack across town, where somebody answered.
With MemberCairn
A follow-up goes out that evening naming the very next thing they can come to. Your AI assistant writes each one from what that family actually told you, so it does not read like a form letter.
The questions start
How it goes now
What does it cost. Do we have to buy a uniform. Is it too late to join. They arrive at all hours, in three different inboxes, and get answered twice or not at all.
With MemberCairn
Every question lands in one place instead of three, with one owner and nothing marked done until it is answered. On the Guide plan your AI assistant answers the routine ones itself, in your voice, at whatever hour they came in.
They finally say yes
How it goes now
A welcome email written from scratch, then a month of remembering who still owes a form, who paid, and who has not met their den leader yet.
With MemberCairn
The welcome and the first month run themselves, nudging only the families who still owe something. You watch a board instead of keeping a list in your head.
What changes
Four fewer things to hold in your head.
Take the sign-in on a phone, not a clipboard
Print the flyer and the poster from MemberCairn and put them on the table. Families scan the code and type their own name, email, and their child’s grade. You watch them arrive on a live list as the room fills, and you can export the whole thing to a spreadsheet if your council wants one.
Free on every plan The sign-in page, the poster, the printable flyer, and the live list are free, on every plan, with no cap on how many families sign in. On the Guide plan your AI assistant also rewrites that evening’s follow-up for each family from what they told you.
A front door families can actually find
Answer a few questions about your pack and MemberCairn writes you a real website: a home page, an interest form, a calendar, and a getting-started page, in your pack’s own voice. When a parent searches for you at 10pm, there is something to find, and a join button at the end of it.
On paid plans The site is free. Paid plans add room for more pages and a photo gallery, and the Guide plan includes your pack’s own .org web address.
Answered in minutes, at any hour
A parent’s question at 9:40pm gets a real answer, not an autoresponder: when and where you meet, what it costs, what to bring, whether it is too late to join. Every exchange sits in one thread you can read, and you can take over mid-conversation without the family noticing a handoff.
On the Guide plan Around-the-clock answering is the Guide plan. On the other plans every message still lands in one inbox and nothing is lost, but the replies are yours to write.
Their first month, handled
A family says yes and the welcome goes out in your voice, then marks the month that decides whether they stay: the forms, the dues, what happens at the first meeting, who their den leader is. One board shows every new family, how far along each one is, and which ones need a person.
On the Guide plan The welcome path and its follow-ups come with the Guide plan, where your AI assistant sends and chases them for you. On the other plans the welcome is yours to send.
Why the first evening matters
Interested is not the same as joined.
A family who signs up at the school gym has not chosen your pack. They have chosen to find out more, and they are usually finding out about two or three packs at once. The one that answers is the one they walk into.
That answer almost never fails because a volunteer did not care. It fails because the volunteer who owns it has a job, a family, and a clipboard of handwriting to type up, and by the time they get to it on Sunday the decision has been made somewhere else.
This is also why the job turns over constantly. A Cub Scout family ages out in about five years, so every pack loses its recruiting person on a fixed clock and hands the next one a spreadsheet and a login. MemberCairn keeps the pipeline, the conversations, and the follow-ups in the pack's own account, so the handoff is an account invite instead of an archaeology project.
Questions we actually get
Recruiting chair, new member coordinator, membership chair.
- Our pack calls this job something else. Is this still for us?
- Yes. Recruiting chair, new member coordinator, and membership chair all describe the same work here: get families interested, get them answered, and get them settled. Some packs give it to one person, some spread it across a whole team. MemberCairn does not care what the job is called or how many of you share it.
- Does this replace our council’s registration system?
- No, and it does not try to. Applications and registration stay wherever your council handles them. MemberCairn owns the part in between, from the moment a family raises a hand to the moment they are settled in a den, which is the part that has never had a system.
- We only really recruit once a year. Is it worth it?
- The sign-up night is once a year. Families finding you on a search and writing in happens all year, and those are the ones most likely to be lost. MemberCairn answers those the same as the ones from the gym floor.
- Do families need to create an account?
- No. Parents never log in to anything. They fill in a form, tap a link, or reply to an email, from whatever phone they already have.
The rest of the committee
You are not the only one carrying something.
MemberCairn gives each person on the committee the part of the work they own, and the leaders who do not want a screen never have to open one.
Treasurer · Finance Chair
You handle the money
Collect dues and event fees online, see who still owes at a glance, and pay a volunteer back without chasing a receipt.
See what changesCubmaster · Pack Leader · Committee Chair
You run the pack
A calendar that stays current, a real headcount before you buy the hot dogs, and parent questions answered without you.
See what changesFree forever · no card to start
Your next sign-up night, handled.
Set your pack up in about ten minutes, print the flyer, and let families sign themselves in. The site, the lead pipeline, the inbox, and the at-the-door sign-in are free forever.
Answering families around the clock and running the welcome path on its own come with the Guide plan. On the other plans every message still lands in one inbox and nothing is lost, but the replies are yours to write.
